Community Pub Committee - Meeting Agenda

Welcome, Attendance & Apologies

• Welcome and introductions.
• Record attendance and apologies.
• Confirm the purpose and intended outcomes of the meeting.

Formation of Sub-Groups

• Explain how and why the sub-groups have been formed.
• Confirm the purpose, roles and responsibilities of each sub-group.
• Decide whether each sub-group will have full autonomy within its agreed area.
• Clarify which decisions can be made independently and which require Management Committee approval.
• Agree reporting, accountability and communication arrangements between the sub-groups and the wider committee.

Management Committee Structure

• Agree the proposed Management Committee structure and individual roles.
• Clarify the relationship between the Management Committee and the sub-groups.
• Agree decision-making authority and accountability.

Shareholders' Meeting

• Set a date for the shareholders' meeting at which the Management Committee will be voted upon.
• Confirm the nomination and voting arrangements.
• Agree what information will be circulated to shareholders in advance.

Annual General Meeting (AGM)

• Set a date for the AGM.
• Consider the proposal to hold the AGM at the end of October 2026, following approximately three months of trading.
• Confirm notice requirements and the reports or information to be prepared.
• Clarify the Management Committee arrangements between this meeting and the AGM.

Open Day - General Arrangements

• Confirm the Open Day date and timings.
• Agree ticket pricing and what will be included in the ticket price.
• Confirm ticket sales and distribution arrangements.
• Agree volunteer and staffing requirements.
• Confirm entertainment, activities and health and safety arrangements.

Open Day - Ice Cream

• Review the alternative Makro ice-cream selection being brought to the meeting.
• Choose the products to be stocked and agree the selling price for each item.
• Agree quantities and freezer or storage arrangements.
• Note that Matt's contact is unable to deliver this far north, so an alternative supplier or product range is required.

Open Day - Bouncy Castle

• Confirm any outstanding balance and the final payment date.
• Confirm delivery, collection, supervision and any remaining practical or safety arrangements.

Open Day - BBQ & Catering

• Confirm whether a suitable BBQ is available and agree who will be responsible for it.
• Agree food quantities and selling prices.
• Agree the quantity of bread buns required and who will purchase them.
• Agree which condiments are required, the quantities needed and who will purchase them.
• Agree who will purchase or prepare the remaining food and who will operate the BBQ.
• Confirm food hygiene and safety requirements.

Current DPS - Update

• Receive an update on the current Designated Premises Supervisor (DPS).
• Discuss the current position and any outstanding issues.
• Agree future arrangements and any actions required.

Future Meetings - Frequency & Timetable

• Discuss whether full committee meetings are currently taking place frequently enough.
• Agree a regular monthly catch-up involving all committee members.
• Set a timetable or calendar for future meetings.
• Consider whether additional Management Committee or sub-group meetings are required between full committee meetings.

Committee Communication

• Discuss the current reliance on WhatsApp for committee business.
• Agree which matters should be discussed and decided at formal meetings rather than through messaging.
• Agree how decisions made between meetings will be formally recorded.
• Agree how sub-groups will report decisions and actions to the full committee.

This matter is confidential.

Any Other Business (AOB)

• Consider any additional business raised by committee members.

Decisions, Actions & Next Meeting

• Summarise the decisions reached during the meeting.
• Confirm actions, responsible persons and deadlines.
• Agree the date, time and venue of the next full committee meeting.